5 Helpful Tips For A New Software Implementation
DSD Business Systems recently switched over to a new in-house ERP system and I was part of the in-house ERP implementation team, a role that involved making sure all parts of the implementation were completed, allowing for a smooth transition. During this time, I was able to grow from the experience as the client instead of being on the other side, as the ERP reseller. I took notes along our exciting journey and discovered some very useful tips. Some tips that I feel will be of value for our own clients, as we implement or upgrade their systems.
1. Create An Open Items List
Creating an open item list is very useful for tracking action items. Make sure the list has a deadline date and an owner, to ensure there’s accountability for the open items. I personally use Smartsheet for my logs and project plans. It’s a great tool that is web based and has great features.
2. Create An Issues Log During Testing
The Issues Log should be accessible to all team members via a spreadsheet. This is a great way to keep items organized that need technical assistance before the live conversion. I recommend Google Docs for an easy to use spreadsheet that can be shared among team members.
3. Process Daily Activities
A tip is to have each staff member write out their daily activities. For example, processing PO’s, report printing, AP entry, shipping, cash receipt entry or check printing. This will benefit the software users when testing so that they cover all areas of their normal daily activities. This should be done before the project begins.
4. Mandatory Daily & Weekly Tests
I found that blocking time out on your calendar for testing is a good way for staff and myself to stick to the schedule. Group testing is also something you can do to collaborate. Get some laptops together in one conference room and having a testing party.
5. Set Weekly Status Meetings
Meeting on a weekly basis is important and something we made into a ritual. Setting a recurring calendar meeting for a minimum of once a week is a good to start. This allows extra time to discuss open items and any testing logged items that need to be addressed. In addition, always send a follow-up email with action items or special notes discussed to the team involved, so that you know what is being worked on and what is due before the next status meeting.
I hope these suggestions will be of use during your next ERP software implementation. If you have further questions regarding an ERP software implementation, please feel free to reach out to DSD Business Systems to request more information.
Written by Paula Smith, Services Coordinator at DSD Business Systems